Put our customers first, be forward thinking and pursue opportunities for growth Anneke Clarke...

Put our customers first, be forward thinking and pursue opportunities for growth

Presented by:Anneke ClarkeAnneke ClarkeProcurement ManagerProcurement ManagerWednesday 18 November 2015Wednesday 18 November 2015

PUBLIC SECTORPROCUREMENT


Agenda

Solihull Community Housing

Public Sector Procurement

Electronic Tendering

Pre-Qualification Process

Tender Process

Contractor Feedback

Contract Opportunities


Solihull Community Housing – who are we?

SCH is wholly owned subsidiary of SMBC but have our own

Executive Management Team and Board

SCH work closely with SMBC but also act independently of the

Council to deliver the services required

Responsible for the maintenance and management of Solihull

Council’s Housing Stock


Solihull Community Housing – who are we?

Stock Portfolio currently approximately 10,000 properties including

32 High Rise Blocks

Work Areas within SCH

Maintenance Services Team

Capital Works

Mechanical & Electrical

Estate Management

Investments & Climate Change

Solihull Independent Living

Safe & Sound

Homelessness


Procurement in Context

SCH has its own Procurement Team who procure all SCH

contracts

SCH currently have over 120 live contracts on our

contracts register

Current annual spend of approx. £20 Million


Public Sector Procurement

Governed by EU and UK Law

EU – Procurement Directives 2014

UK – Public Contracts Regulations 2015

Current EU Thresholds

Works £4,322,012

Services & Goods £172,514


Legal Update – Public Sector Procurement

All contracts must be advertised

All contracts over £10,000 in value must be advertised on

“Contracts Finder”

Use of electronic tendering systems for all Public Sector

processes



All contract opportunities have to be advertised, we use a

new electronic system ‘Intend’

We have worked together with SMBC and other local

authorities to launch this system

Registration on the system is free for organisations

Provides one site for organisations to access all the different

authorities contract opportunities

Select Work Category Codes

www.csw-jets.co.uk



Automatic Alerts to Tendering Opportunities

SCH able to access your details whenever we have a

requirement

Pre Qualification and Tender Documents available on the

system

Pre Qualification and Tender Documents submitted directly

onto the system


Procurement: What we look for

Organisations that are financially stable

Experience of completing similar works/services

Understand the requirements of working in residential

properties

Capacity/resources/size to complete the works/services

Training opportunities (relative to contract size & value)


How we tender

Full EU process for contracts valued above threshold limits

Competitive procurement process for contracts value

between £25,001 up to EU thresholds

Three written quotes for contracts valued between £2,501

and £25,000

Below £2,500 – demonstrate value for money e.g. three

verbal quotes


Procurement Processes


Pre Qualification Stage

First stage of the Procurement Process and is used to select

the short list of organisations who will be invited to tender

EU Directives definition of this selection stage is to assess:

Suitability to pursue the professional activity

Economic and Financial Standing

Technical & Professional Ability

This is done using a Pre Qualification Questionnaire (PQQ)


Pre Qualification Stage

Technical & Professional Ability

Contract Specific Questions

In Public Sector Procurement a PQQ should be backwards

looking:

Remember this is about assessing your ability and

capability to deliver the contract works to a quality

standard

A PQQ should assess your past experience of delivering

similar works this can be done using references and

contract specific questions


Example Question for Assessing Experience

Provide a specific case study detailing one example of a Structural

Repairs contract your organisation has delivered for Solihull

Community Housing or a similar organisation. You should ensure the

case study refers to works that closely resemble the contract you are

tendering for in terms of scope and delivery. Please outline in your

case study the standards achieved with particular reference to

adherence to programme and budget, customer satisfaction, and

communication with the client.


The answer required

In the PQQ we state:

Solihull Community Housing requires detailed evidence

that the organisation has successfully delivered a similar

contract to a very high standard.

Answer the question asked and ensure you include all the

elements requested.

Don’t assume we know about your organisation and your

processes & procedures – if its not written down we can’t

score it and you lose marks


PQQ Key Things to Remember

Should be backward looking – for you to demonstrate how

have you delivered works / services in the past

If a question asks for experience of similar works – list

similar works you will score more marks for experience that

closely resembles the works you are applying for

Stick to page limits – if the PQQ states answers should be

limited to one side of A4, the evaluation panel will stop

reading at the bottom of one side of A4



Read the question and answer the question asked -

submitting policies, brochures etc if they have not been

asked for won’t help and won’t be scored.

The PQQ will state how many marks are available for each

question or if a question is pass / fail– use this as a guide

when completing the Questionnaire

References – most Buying Organisations now put the onus

on the contractors to get references submitted – use reliable

referees for whom you have completed similar works, to

ensure your references arrive before the deadline



If the Buying Organisation is holding Contract Briefing

Sessions or Site Visits – attend them – its your opportunity

to ask questions and collect as much information as you can

about the contract

Submit your PQQ on time – allow time for IT glitches!


Pre-qualification Process

PQQ’s are assessed and scored by Project Team

Organisations are listed anonymously in score order highest

to lowest

From the list the shortlist of organisations who will be invited

to tender, usually between 6-10 are selected


PROCUREMENT – TENDER PROCESS


Tender Process

Second Stage of the Procurement Process

Scores from PQQ stage are not carried forward

The tender process is completed under the MEAT process

Most

Economically

Advantageous

Tender

MEAT is a balance (or ratio) of Price and Quality e.g. 80%

price / 20% quality


Tender Process

The assessment of the ‘Quality’ element is usually

assessed by:

Quality questions – which require written responses as

part of your tender submission

Presentation and interview

Site visits


Tender Process

The Quality element is all about the delivery of the specific

contract you are tendering for

Procurement Law means that we can not re-assess

anything that was asked at PQQ Stage – the questions must

be different

The Quality element is forward looking – how will you deliver

this specific contract for SCH

Question responses should be specifically aimed at the

contract and meeting the requirements of the contract as set

out within the tender documents


SCH Tender Documents

The tender documents should tell potential organisations

everything relating to the contract.

This includes:

Specification – sets out the ‘technical’ elements e.g. type of window

or flooring

Operational requirements – sets out how we expect them to deliver

the contract e.g. how they communicate with customers, making

appointments etc

Quality questions – asks organisations to submit written answers to

the questions


Tender Evaluation – Answering the Questions

Read the specification and operational requirements

document it will tell you what is required and how it is to be

delivered

In question responses it is important to demonstrate that

you have understood our requirements and outcomes

In question responses demonstrate you have understood

this contract – tell us back what we told you with how you

will achieve it

If you cut and paste from other tenders make sure it doesn’t

refer to other buying organisations!


The SCH bubble


Tender Key Things to Remember

Stick to those page limits

Answer the questions asked and if you don’t understand

something submit a query

There will be a deadline for asking queries – make sure you

know it and submit your queries ahead of the date

Attend site visits

Read the specification document - they should tell you what

the contract is and broadly outline our requirements for

delivery


Tender Key Things to Remember

The questions are there for you to demonstrate that you

have understood this particular contract and is your

opportunity to demonstrate that you can deliver the contract

to the quality and in line with processes we require

Highlight the key items in the specification documents and

where appropriate include them in your responses

Submit your tender on time – tenders submitted after the

closing date and time will not be considered

Whether you are successful or not you are entitled to

feedback – ask for it


Feedback

Under Procurement Law you are entitled to feedback

Feedback can include:

Your position / overall scores in comparison to the winning

tender

Your individual score for each question, the positive

elements and the bits you missed in your answers

For an EU tender feedback should include the merits of

the winning bid against yours

Feedback can be in writing or verbal over the phone or in a

face to face meeting

IT IS IMPORTANT - ALWAYS ASK FOR FEEDBACK AT BOTH

PQQ & TENDER STAGE


Summary – Top Tips

Answer the question

Stick to the page limits

Don’t assume we know anything about your Organisation, if

you don’t write it down we can’t score it

Show you have understood the contract, our requirements

and then tell us how can you can deliver it

Remember PQQ is backward looking

Tender stage is all about our specific contract

Be specific, don’t just cut and paste

Submit your tender on time


SCH

UPCOMING CONTRACTOPPORTUNITIES


SCH - UPCOMING CONTRACTOPPORTUNITIES

Contract Procurement Process Start Date

TA Housing Support January 2016

Ad hoc Building Support March 2016

Painting & Mould Treatment March 2016

Modular Ramps April 2016

Access Control Repair & Maintenance May 2016

Re-roofing Works (Flat) May 2016

Re-roofing Works (Pitched) May 2016

Structural Engineers July 2016

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